Senior Officer - Secretary cum Business Support, Coatings

First-class support to Managing Director (MD)'s office
- Exercise reliable personal judgment and act with tact to greet and screen visitors and calls at all levels within the organization, industry, and community with great frequency of senior-management internal and external business contacts.
- Communicate MD's instructions/ messages to various individuals and/or departments; provide and obtain information from other managers or external representatives and convey the feedback to the MD correctly and timely.
- Organize and expedite flow of work through MD's office and initiates follow-up action as instructed.
- Provide support and coordination for MD on ad-hoc projects.
- Provide full spectrum of professional secretarial and administrative support to MD.
- Facilitate management of meetings on a monthly and quarterly basis (invites, agenda, meeting room, meeting minutes and follow-up action items).
- Organize and maintain MD's correspondence and records.
- Re-route or answer routine correspondences not requiring MD's attention.
Logistics support for business meetings, travels and reimbursements
-­ Coordinate internal and external meetings, workshops, conferences, conference calls etc. by providing logistics services (e.g. venue selection, invitations, agenda, participants' confirmation, hotel reservations), including assistance in preparing documents.
­- Prepare and submit travel expenses statement, insurance claims and payment orders as requested.
Business support
-­ Collect, summarize and compile relevant business/market data into reports and prepare presentation materials, prepare customer profiles. Conduct customer data analysis and basic market research by phone screening, based on the provided questionnaires.
-­ Prepare and compile Key Customers and Competitors' Profiles.
-­ Handle confidential information and filing important materials to ensure information security for proper use.
-­ Establish and maintain a proper filing/ database system for easy retrieval and accurate documentation to facilitate information flows.
­- Coordinate with relevant parties on following up actions.
­- Assist to prepare or consolidate periodical reports and presentations.
-­ Perform small/ miscellaneous purchases and proceed payments following the requirements of procurements.
Other responsibilities
-­ Perform other tasks as assigned.